M-Files for Outlook simplifies your email management with one-click filing directly from Outlook to M-Files. Apply metadata, save attachments, and automate filing with customizable Outlook folder rules, all within your familiar email interface.

LaunchEvents and Smart Alerts

This add-in uses Outlook LaunchEvents to show Smart Alerts. Smart Alerts helps to make sure that emails are saved to M-Files.

When this feature is enabled in the add-in settings, the add-in shows a reminder each time a user sends an email that is not saved to M-Files.

The user can select one of these options:

Send anyway: Send the email without saving it to M-Files.

Open add-in: Open the M-Files add-in to enter metadata and save the email.

Don’t send: Cancel sending the email.

The add-in only shows this optional Smart Alert. It does not insert or change email content.

M-Files for Outlook can be used with all its features (M-Files for Outlook Pro), or with a limited set of features (M-Files for Outlook Lite), depending on your M-Files license. If you have access to M-Files Aino metadata, you can use it to create AI-generated metadata suggestions based on email content and attachments. You can enable a reminder about unsaved emails on the add-in settings page. The add-in shows the reminder each time a user sends an email that is not saved to M-Files.

M-Files for Outlook Pro

M-Files for Outlook Pro can be used with New Outlook for Windows, Outlook on the web and Classic Outlook. M-Files for Outlook Pro automates filing of correspondence and other important emails for regulatory compliance and knowledge retention. Automation saves time from knowledge workers and ensures accuracy of records. The automation rules are easy to configure, and visual indicators show which emails are filed.

Capabilities:

Effortless Email Organization: Simplify your email management with one-click filing directly from Outlook to M-Files. Apply metadata, save attachments, and automate filing with customizable Outlook folder rules, all within your familiar email interface.

Enhanced Workflow Efficiency: Instantly identify and access filed emails with visual indicators, ensuring no email is misplaced. Control and customize metadata to suit your needs, streamlining your workflow and saving time across the organization.

Seamless Integration Across Teams: M-Files for Outlook Pro supports filing from shared folders or from a delegated inbox, enabling seamless collaboration across teams. This ensures consistent email management and enhances organizational efficiency, no matter how or where your teams work.

Business Benefits:

Customers with another M-Files for Outlook integration: With the help of M-Files for Outlook Pro, customers can now start using the new Outlook without losing their automated email filing capabilities.

Customers without any M-Files for Outlook integration: Customers who find themselves spending increasing amounts of time filing emails, the M-Files for Outlook Pro offers a significant boost in both efficiency and accuracy of filing.

M-Files for Outlook Lite

M-Files for Outlook Lite is a limited functionality version of the M-Files for Outlook Pro. M-Files for Outlook Lite is included in all the M-Files platform editions. Both of the add-ins (Pro and Lite) use the same manifest.xml for installation. M-Files for Outlook Lite does not require a separate M-Files vault application installation. Without the M-Files for Outlook Pro user licenses, the add-in will function as M-Files for Outlook Lite. To upgrade to M-Files for Outlook Pro, you just need to purchase user licenses for it.

Easy to deploy:

If you are using M-Files June ’25 update or later and authenticate to M-Files using Login Service or M-Files credentials, you only need to deploy the add-in from the Microsoft admin center, no configurations needed at M-Files side. M-Files for Outlook Lite does not require a separate M-Files vault application installation.

If you are using an older M-Files version and/or need to authenticate to M-Files with other authentication systems, please check the needed steps from the configuration guide, which has an own chapter for M-Files for Outlook Lite.

Comparison to the M-Files for Outlook Pro:

M-Files for Outlook Lite and Pro are the same add-in, so Lite has all the basic functionalities and look & feel than M-Files for Outlook Pro.

Functions that are limited in M-Files for Outlook Lite
- No automatic folder saving
- No automatic conversation saving
- No automation to configure authentication settings
- “Saved to M-Files” category is visible only to the person who saved the email

To use M-Files for Outlook, users must have an active M-Files subscription.

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M-Files for Outlook

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